Create Manual Billing Periods

Objective

To manually create a new billing period for a project's subcontractor invoices.

Background

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool

     Notes

    • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
    • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
      • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
      • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
      • Your designation as an 'Invoice Contact' on a prime contract, purchase order or commitment.
    • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
• Additional Information: 
  • Billing periods can only be created in the project's Invoicing tool. You cannot create billing periods at the company level. 
  • You can only have one (1) billing period in the 'Open' status at a time. 
  • When you create a period, Procore automatically sets the new billing period's status to 'Open' and the previous billing period's status to 'Closed.' 
  • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on an invoice. 

Prerequisites

• Add Invoice Contacts to a Purchase Order or Subcontract

Steps

1. Navigate to the project's Invoicing tool. 
2. Optional: Click the Billing Periods tab. 
3. Click the Create Billing Period button.
   
4. In the 'Set Up Billing Period' dialogue box, click Manual.
5. Under 'Manual', click the calendar controls to select dates for your billing period:
   
   • From: Indicates the start date for the billing period. 
   • To: Indicates the end date for the billing period. 
   • Due Date: Indicates the date by which the invoice contact must submit the current invoice.  See Add Invoice Contacts to a Purchase Order or Subcontract.

      Notes

     • To create a new invoice after the 'Due Date' passes, your Procore user account must be granted 'Admin' permissions on the Commitments tool. 
     • After the due date passes, an Invoice Contact can no longer create a new subcontractor invoice. However, you may edit an existing invoice and submit that invoice for payment if the invoice is in the 'Draft' or 'Revise & Resubmit' status. For details, see Submit a New Invoice as an Invoice Contact.
6. Click Create.
   Procore creates the new billing period and sets it to 'Open.' If you have previously created a billing period, Procore also automatically sets that billing period to 'Closed.'

    Tip

   After creating a billing period, choose one of these options to create an invoice:

   • Create an Invoice on Behalf of an Invoice Contact
     Choose this method when you do NOT want to grant your invoice contacts access permissions to create their own invoices in Procore.  See Create an Invoice on Behalf of an Invoice Contact.
   • Send an 'Invite to Bill' to an Invoice Contact
     Choose this method when you want to invite your invoice contacts to submit their own invoice. First, follow the steps in Send an 'Invite to Bill' to an Invoice Contact. If you are the recipient of an 'Invite to Bill,' you can then follow the steps in Submit a New Invoice as an Invoice Contact. 

Next Steps

• Create an Invoice on Behalf of an Invoice Contact
  OR
• Send an 'Invite to Bill' to an Invoice Contact

See Also

• Configure Settings: Invoicing
• Add Invoice Contacts to a Purchase Order or Subcontract